Working Out the Details of an Employee Onboarding Checklist

Ever thought about creating an employee onboarding checklist to make the process of welcoming an employee to the company more seamless? Many of the steps in the onboarding process seem obvious and easy to remember, but during the rush of actually helping an employee settle in, many details slip through the cracks. Some forms don’t get filled in and other times, the employee isn’t introduced to a company member who they need to coordinate with for specific information.

Such errors might appear minor at first, but they can stack up over time and add to the employees’ confusion. According to Digitate, employees who have a negative onboarding experience are twice as likely to look for new opportunities in the near future. After all the energy and resources spent on finding and onboarding the employee, this is not ideal. An onboarding process checklist can help ensure that all the necessary boxes are ticked during the process. 

Image: Pexels

Let’s Create an Employee Onboarding Checklist

When it comes to getting ready for new hires, an onboarding guide can be an essential component in getting the team ready for change. A new employee might be nervous about their first day at work, but welcoming a new member into a team can be just as stressful for everyone else involved in the process. 

The change can be uncomfortable and existing employees might have many reservations about working with someone new. As a result, having an efficient pre-boarding process and employee onboarding checklist can help everyone prepare.

An onboarding guide for new hires can be created for multiple people involved in the process—the HR team, the new employee, and the manager who is to oversee the new worker. Each person may have different tasks to track and a curated reference point will help all of them touch base and see what comes next. 

Different types of HRIS aids and employee onboarding tools can automate a large part of the process, but a human touch and real communication from the team are critical as well. Here are some components to consider while working on an employee onboarding checklist.

Pre-boarding Checklist

Some elements of onboarding an employee are better resolved before the employee arrives at the organization. Getting these procedures out of the way early will ensure that you can give the new hire your full attention when they arrive. A good pre-boarding process can make the rest of the onboarding much smoother. Here are some things to consider.

• Confirm the employee’s starting date

• If any background checks and cross-referencing of the employees’ references are required, ensure they are complete
• Create a list of all the relevant documents you need from the employee. If there are multiple forms to fill out, you can have the employee do it in advance. Clear up all the paperwork so their first day on the job doesn’t have to be exhausting
• Inform the relevant teams about the incoming employee in advance so they can also prepare
• If a work email ID or internal team software accounts need to be created, guide the employee through the process of setting it all up
• Determine the different mailing lists, messaging teams, and data reserves an employee needs access to and keep the access details ready to share as necessary
• Ensure the employee has the necessary hardware and software systems necessary to do their job
• For in-person jobs, check to see a comfortable seat and desk space, storage area, and other necessities at their desk space.
• Introduce the manager to the employee in advance and arrange a video call so they have at least one recognizable face to turn to on the first day
• Send the employee a welcome email and share all the details they may need—office address, the floor they need to arrive at, who they need to ask for, the dress code, what time they should arrive, what they need to carry, what their schedule for the day will involve, etc.

Have a One-on-One Meeting With the Employee

Easing the employee into interacting with the rest of the team is a good way to start your employee onboarding checklist. Organize a solo meeting where you can talk to them about their past experiences and future responsibilities before they meet the rest of the team. The manager can be a part of the conversation as well.

Create A Welcome Package for the Employee

Another item to include on the checklist for the onboarding process is to create a welcome gift. This can include some essential items like their employee ID card and the key to their desk drawer, but it can also include some other merchandise that might help them feel like a part of the team. Comfort items like a personal mug, a plant for their desk, etc. can make them feel more comfortable with setting up their desk space.

Introduce the Employee to the Team

The employee onboarding process should leave sufficient time for the employee to meet their immediate team. Let the team interact freely for a while and get to know each other. Don’t force interactions or introduce icebreakers, but allow the team to bond more organically instead.

Ask A Team Member to Show Them Around

If one of the team members is willing to show the new hire around the office, arrange with them to give the employee a tour. Ensure that they don’t miss out on important areas like the lunch room and the outdoor spaces where the employee can go when they need to catch their breath.

Show the Employee How To Operate Company Devices and Software

Although it might feel common knowledge when it comes to details like operating keycards or using other company tools, it might be unfamiliar to the new hire. Show them how to operate the various tools and who they can go to when something doesn’t work right. This will eliminate some of the early-day awkwardness. 

Follow a Daily Schedule to Introduce the Employee to their Role

Do not overload the employee with information immediately. Introduce them to their tasks bit by bit so they are able to grasp each element of their role carefully. Encourage them to ask questions and provide any clarification necessary. Don’t leave too many empty spaces in their schedule where they have to sit around with nothing to do, but don’t over-plan it either.

Have other team members introduce them to some of the minor elements of the role so they get a new perspective on the subject, but for the core topics, ensure the manager is able to conduct the onboarding. This ensures that no misunderstandings are carried over from the existing employee to a new one.

Check In With the Employee And Introduce Them to the Company’s Resources

Schedule meetings to track the employee’s progress. This doesn’t have to center on their tasks alone and can extend to other topics such as the work culture, older projects that the company is proud of, employee resource groups, employee benefits, etc. 

Ensure the employee is settling in with their new team.

Assign a Mentor For the New Hire

Finding a mentor for the new employee should be on the onboarding checklist. A mentor can really help the employee find their footing and improve their understanding of the organization. They provide a support system that exists beyond the employee’s immediate team, which is always very useful in any organization. 

Considering these elements in an employee onboarding checklist will allow you to prepare for each newcomer with ease. You can look at the checklist to clear up your calendar and allot sufficient time for each session and interaction with the new employee, ensuring they get familiar with the organization quickly. 

The post Working Out the Details of an Employee Onboarding Checklist appeared first on The HR Digest.

Source: New feed